Casual staff
Flinders University employs casual staff in a variety of roles across the University.
Casual employees do not have regular or systematic hours of work or should not have an expectation of continuing work. A typical casual employee is employed on an hourly basis when the need arises. This webpage provides details on the processes for engaging a casual.
Upcoming changes
To meet new obligations under the National Higher Education Code to Prevent and Respond to Gender-based Violence (National Code) and maintain a safe and respectful workplace, Flinders is introducing updated induction requirements for casual employees. Updates about these changes will be be available here.
Casual induction
All casual staff at Flinders University are required to complete an appropriate induction when commencing their role at Flinders.
This induction ensures that staff have access to the relevant information to safely complete their roles, and that they have an understanding of the expectations on them as an employee of Flinders University.
There are two types of induction which will be completed by casual staff – one is a checklist and the other is an online training module. The appropriate induction is determined by the job profile selected when a casual is engaged.
Casual induction checklist
This checklist can be completed electronically or in hard copy. The completed checklist needs to be uploaded to the ServiceOne by the hiring manager / supervisor to complete the engagement process.
Flinders University is committed to fostering a diverse, equitable, safe and inclusive community where all people are treated with dignity, respect, and fairness.
We champion equality of opportunity and strive to create learning and working environments where everyone can thrive and contribute to their full potential. We recognise that embracing diversity and promoting equity strengthens our community and drives innovation, creativity and excellence.
These commitments are embedded in our values, prioritised through our Agenda 2035, and supported by our Code of Conduct, which sets out the behavioural expectations for all members of the University community.
Flinders does not tolerate discrimination, harassment, or victimisation in any form, including but not limited to discrimination on the basis of sex, age, disability, race, ethnicity, religion, sexual orientation, gender identity, or any other attribute.
Flinders University values and celebrates diversity and condemns and actively stands against any acts of racism and vilification at all our locations, and in all our activities and engagements.
Gender-based violence (GBV) is unacceptable. Flinders is committed to taking reasonable and proportionate measures to prevent, respond to and address GBV.
Flinders University has clear processes for reporting disclosures and complaints, and provides information about where to access internal and external support services. This information can be accessed through the webpage below.
Casual online training module
The online training module must be completed through the Staff Learning Portal. Access will be granted and the relevant training automatically assigned.
For any additional support contact Professional Development professional.development@flinders.edu.au.
Work Health and Safety
As a new staff member at Flinders University, you are required to complete the WHS induction. Your supervisor will provide you with further information on the day of your commencement.
Manager responsibilities
The Manager is responsible for ensuring that the complete the hiring process of all casual staff fully. This includes ensuring that the appropriate induction is completed upon commencement.
Casuals will be required to complete one of two induction types. The induction requirements are determined by their job profile which is selected at the point of engagement.
As per Flinders University’s Recruitment Procedures employees may be required to obtain child-related employment screening and/or a National Police Clearance (NPC) as part of pre-employment conditions. To learn more click here.
As a manager, you are responsible for ensuring your casual staff member is aware of the University’s expectations around Conflicts of Interest.
Purpose: Short-term engagement of current students or recent graduates to support University events and operational activities.
Typical duties: Supporting university events (O’Week, Open days, graduations, welcome tours etc)
Student representative or guide
Key characteristics:
• Short term, seasonal or episodic engagement
• Task directed with limited autonomy required
• Limited to no system access
• Includes student ambassadors
Induction: Induction Checklist
Purpose: Engagement of current students or recent graduates to support University services and operations
Typical duties: Library, international engagement, IDS, Flinders living, peer support, data analysis
Key characteristics:
• System access provided appropriate to the role
• Requires independent judgement or decision making and may operate in an unsupervised capacity
• Often engaged for more than a single shift or event
Induction: Online Training Module
Purpose: To supervise examinations and ensure compliance with approved examination procedures
Typical duties: Supervising exams in accordance with relevant policies
Key characteristics:
• Procedural and time-limited engagement
• Limited to no system access
Induction: Induction Checklist
Purpose: To supervise examinations and ensure compliance with approved examination procedures in a leadership capacity
Typical duties: Supervising exams and invigilators in accordance with relevant policies
Key characteristics:
• Procedural and time-limited engagement
• Limited to no system access
Induction: Induction Checklist
Purpose: Engagement of professional casuals to support University services and operations
Typical duties: Supporting functions of Flinders across all Portfolios and Colleges, providing professional and administrative support.
Key characteristics:
• System access provided appropriate to the role
• Requires independent judgement or decision making and may operate in an unsupervised capacity
• Often engaged for more than a single shift or event
Induction: Online Training Module
Purpose: Engagement of academic casuals to support University education and research activities in the academic field.
Typical duties: Education or research activities across all portfolios that fall within academic scope. Includes marking, teaching and facilitation, course administration, research, data analysis, and quality assurance.
Key characteristics:
· System access provided appropriate to the role
· Requires independent judgement or decision making and may operate in unsupervised capacity
· Often engaged for more than a single shift of event
Induction: Online Training Module.
Engage a Casual
Casual academics may be engaged to lecture, facilitate tutorials, demonstrate in practical classes, mark assignments, or assist in the preparation of teaching materials and organisation of classes.
Casual Academic engagements are initiated through Service One after the supervisor obtains approval from their College/Portfolio.
The casual candidate is new and has been referred for the job.
The casual candidate already has an existing application in one of the public casual academic registers in Jobs@Flinders
The casual candidate was employed by Flinders University within the last 12 months.
Engagement for Australia Awards Casual Academics is managed through the Casual Academic Australia Award Employment form, with payments processed via a paper claim form.
Casual professionals may be engaged in clerical, administrative, financial, research, technical or IT roles. Casual professionals may be students of Flinders, or professionals engaged to provide specific support.
To initiate the engagement of a casual professional, the supervisor or delegate must submit an ‘Engage Casual Worker’ request in Service One. Please note this is after the supervisor has obtained approval from their college.
If you want to hire a casual but don’t know who has applied to the Casual Register, please contact P&C Recruitment via recruitment@flinders.edu.au. P&C Recruitment will be able to send via email casual candidate details which can be used to select a suitable casual professional.
Ceasing engagement
Supervisors of casual academics can make individual requests to cease their casual team member’s job by an email request to employment@flinders.edu.au.
In circumstances where the casual has been actively engaged and will have their contract ceased, it is the responsibility of the supervisor to make the casual aware the engagement will cease and the reasons for this prior to seeking to have Employment Services end them on the system. Any queries related to advising a casual employee should be directed to the local P&C team for the college or Portfolio in the first instance.
Casual Academic staff are removed from the University’s HR system (Workday) after 12 months of inactivity. Inactivity is identified by the absence of any timesheet submitted or paid by the University during a 12-month period. At this time, they will also lose their IT access (FAN, email and other IT resources). Supervisors will receive an email and Workday notification informing them that their team member’s job has been ended.
If the employee has work scheduled within an upcoming 3-month period and you require their employment to be continued, the ERO, Supervisor or P&C Business Partnering team must send an email to employment@flinders.edu.au. This must be actioned within 2 weeks of the casual being ended.
If the employee is returning to work after this 2 week period please initiate an ‘Engage a casual worker’ Service One request.
Supervisors can cease their team member’s job in Workday. Click here to view the user guide.
P&C will cease any Casual Professional job that has been inactive for 6 months. Inactivity is identified by the absence of any timesheet submitted or paid by the University during a 6 month period. At this time, they will lose their IT access (FAN, email and other IT resources). Supervisors will receive an email and Workday notification informing them that their team member’s job has been ended.
If the casual has work scheduled within 3 months the supervisor should email employment@flinders.edu.au within 2 weeks of the cease date confirming this and the casual will be reinstated. If your team member is returning to work after this 3-month period, you will need to action an ‘Engage a casual worker’ Service One request.
Hiring Manager - FAQs
The Service One engagement request form stipulates a proposed date. It is important to note that the date you propose may not be possible as the request needs to have budget owner approval prior to generating a casual employment agreement, and the casual must provide all relevant details to generate an employment agreement.
It is recommended, where possible, to allow at least 7-10 days between when you submit your request and the start date to allow all of these steps to take place.
There are four engagement types:
- Direct appointment – You should select this option if you have identified a casual you had referred to you or you identified that you wish to directly appoint. The candidate does not need to complete an application on the public casual register. They will receive an email directly from P&C once you submit an approved engagement request that will seek relevant details from them.
- Existing application – You should select this option if you are using a casual that has applied to the public casual register through Jobs@Flinders.
- Existing employee – You should select this option if the person you are hiring is already employed with Flinders University.
- Former employee – You should select this option if the candidate had previously worked for Flinders within the last 12 months.
It is important to select the correct engagement type. Some options ensure the candidate does not need to supply information we already have, such as an existing employee and former employee. Selecting the wrong option may also cause the casual to complete duplicated information.
As the hiring manager you are responsible for ensuring that your casual worker completes the relevant induction.
Invigilator, Chief Invigilator, and Student Engagement
The hiring manager is responsible for ensuring that they receive the Induction Checklist upon commencement. The completed and signed checklist must be uploaded to Service One to complete the engagement task.
Casual Professional, Student Professional, or Casual Academic
The Online Training Module will be automatically assigned in the Staff Learning Portal.
If the training is not assigned or there are issues with access, contact Professional Development professional.development@flinders.edu.au.
Timesheets and payments
The timesheets and payment for these Casual Academics is managed in the Casual Academic Scheduling and Payment (CASP) system.
Casual professional staff are required to use Workday to submit timesheets for supervisor approval.
Casual FAQs
All casual staff are required to complete induction upon commencement. The induction is aligned with the role you have been appointed to fulfill.
You may receive an Induction Checklist or be granted access to an Online Training Module through the Staff Learning Portal.
If you aren’t sure which applies to you -check with your manager.
You will not be paid until you have signed a casual employment agreement and have been hired into the HR System (Workday). To hire into the Workday system, you must have returned all relevant employment documentation you have been asked to provide. Failure to do this will delay your hire.
Once you have been hired to be paid, the following must occur:
- Casual Professional – submit an approved timesheet through Workday.
- Casual Academic teacher – have your schedule entered into the Casual Academic Scheduling and Payment System (CASP) by the College Employee Resource Officer and accept this schedule.
- Casual Academic (Portfolio/DVCS/Research) – submit an approved timesheet through CASP.
The casual rate is determined by your supervisor or topic coordinator based on the Flinders University Enterprise Agreement. Please refer to Schedule 10 for Professional Staff Classification Descriptors and Schedule 5 for Casual Rates and Descriptors.
Further details on casual rates can be found here.
You can confirm that your onboarding is complete if there are no tasks in your Workday Inbox.
For further details or instructions on using Workday, you can visit here.
Your supervisor or Topic Coordinator is responsible for telling you what shifts/schedule you will work.
CASP is the Casual Academic Scheduling and Payment system. This is the portal that captures hours worked by Casual Academics to be paid. For more information on CASP click here.
Once you are hired into Workday you will automatically get access to CASP on the OKTA dashboard the next day there is no action that needs to be taken by you to get access.
The University is obligated to receive your tax details through MyGov. Some common issues are:
- You may be having issues accessing your MyGov or using MyGov. You will need to contact Services SA for assistance.
- Not knowing Flinders details to complete TFN; for any details, refer here.
You can not legally commence working as a casual until you have accepted your employment agreement. Your start date must also align to what is stipulated in your casual agreement.
Need further information or advice?
Contact People and Culture Client Services.
Sturt Rd, Bedford Park
South Australia 5042
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CRICOS Provider: 00114A TEQSA Provider ID: PRV12097 TEQSA category: Australian University